Awarding Agency Human Services
Agency Contact Christina Miller (Christina.Miller@illinois.gov )
Announcement Type Modified
Type of Assistance Instrument Grant
Funding Opportunity Number 20-444-24-0833-02
Funding Opportunity Title Residential/ In-Home Respite
CSFA Number 444-24-0833
CSFA Popular Name Residential Respite
Anticipated Number of Awards 1-30
Award Range $5,000.00 to $1,100,000.00
Source of Funding State
Cost sharing or Matching Requirements No
Indirect Costs Allowed No
Restrictions on Indirect Costs No
Posted Date May 20th, 2019
Application Date Range May 20th, 2019 to June 20th, 2019
Grant Application Link Grant Application (pdf)
Technical Assistance Session No

A. Program Description

PURPOSE OF THE PROGRAM:

Residential and In-Home Respite are Fee for Service programs that provide short-term supports to children and adults with developmental disabilities because of the incapacity or need for relief of those persons who normally provide care. Respite is intended to help maintain individuals with developmental disabilities in the individual/family home; services may be utilized for an emergency or pre-arranged situation. People who receive respite must be diagnosed with a developmental disability. This respite allocation can be used interchangeably between the two programs and must be used to serve as many individuals as possible within the awarded amount. Individuals enrolled in DDD funded residential services are not eligible to receive respite services.

Residential Respite (program 89D), also known as Out of Home respite, provides supervision and care (typically provided in such areas as eating, bathing, dressing, personal hygiene, community integration, and behavior intervention) and while in a licensed residential community-based setting. Grantees must be contracted with the Department of Human Services and in compliance with applicable Rules and Regulations for which governs the particular setting (i.e. Rule 120, 115 and 116 for CILA). Residential respite providers must use an official vacancy (i.e. bed is not regularly used by someone who resides in that home) as the respite bed.

In-Home Respite (program 87D) is provided on an individual basis, by DHS contracted agency's staff. In-Home Respite can be provided in the individual/family home or in the community. Services include supervision, personal care, behavior intervention and staff supports necessary to assist the family member with a developmental disability on outings and community activities consistent with the individual's needs and the direction of the primary caregiver.

PROGRAM OBJECTIVES:

Respite is intended to:

  • Provide relief to the caregiver of a child or adult with a developmental disability.
  • Reduce stress of the caregiver, thereby reducing the potential for crises.
  • Help maintain a person with developmental disabilities in their home and reduce the need for long term supports and services.
  • Increase the number of families who can access DD supports

AGENCY FUNDING PRIORITIES:

The Agency Funding Priority will be given to providers who will provide services in the following counties: Adams, Alexander, Bond, Boone, Brown, Calhoun, Carroll, Cass, Clark, Clay, Clinton, Crawford, Cumberland, De Witt, Edgar, Edwards, Effingham, Fayette, Franklin, Fulton, Greene, Hamilton, Hancock, Hardin, Henderson, Jackson, Jasper, Jefferson, Jo Daviess, Johnson, Kane, Knox, LaSalle, Lawrence, Lee, Livingston, Logan, McDonough, Macon, Marion, Marshall, Mason, Massac, Menard, Mercer, Monroe, Montgomery, Morgan, Moultrie, Ogle, Perry, Piatt, Pike, Pope, Pulaski, Putnam, Randolph, Richland, Rock Island, Schuyler, Scott, Stephenson, Tazewell, Union, Wabash, Warren, Washington, Wayne, Williamson and Woodford.  These counties do not currently have a provider whom will provide respite services.

INDICATORS OF SUCCESSFUL PROJECTS:

A successful project will:

  • Decrease the need for long-term services by assisting the individual or family in maintaining in-home residence.
  • Incorporate changes in respite services in response to the feedback received from the satisfaction surveys.
  • Ensure that individuals and Staff are providing services are sufficiently trained to meet the needs of the individual with a developmental disability.
  • Use 10% or less of total respite allocation for administrative cost.
  • Ensure that 20% or more of the respite quarterly allocation be available for use by people in emergencies( i.e., if a caregiver is hospitalized, recovering from an illness, or during times of high stress to assist the individual with a disability in coping with a crisis).

CITATIONS FOR AUTHORIZING STATUTES AND REGULATIONS:

2 CFR 200 : https://www.gpo.gov/fdsys/granule/CFR-2014-title2-vol1/CFR-2014-title2-vol1-part200/content-detail.html  

Developmental Disabilities CSA Attachment A: http://www.dhs.state.il.us/page.aspx?item=103251

Developmental Disabilities Program Manual: http://www.dhs.state.il.us/page.aspx?item=103254

Illinois Administrative Code, Title 59, Chapter I, Part 115 (Rule 115) http://www.ilga.gov/commission/jcar/admincode/059/05900115sections.html

Illinois Administrative Code, Title 59, Chapter I, Part 116 (Rule 116) http://www.ilga.gov/commission/jcar/admincode/059/05900116sections.html

Mental Health and Developmental Disabilities Code 405 ILCS 5 http://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=1496

Adult Protective Services Act 320 ILCS 20: http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=1452  

Abused and Neglected Child reporting Act: (325 ILCS) 5/1: http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=1460&ChapterID=32  

PERFORMANCE MEASURES:

  1. Residential Respite (program 89D), also known as Out of Home respite will:
    • provide supervision and care in such areas as eating, bathing, dressing, personal hygiene, community integration, and behavior intervention.
    • provide care in a licensed residential community-based setting. Grantees must be contracted with the Department of Human Services and in compliance with applicable Rules and Regulations for which governs the particular setting (i.e. Rule 120, 115 and 116 for CILA).
    • use an official vacancy (i.e. bed is not regularly used by someone who resides in that home) as the respite bed.
    • ensure individual receiving residential respite services has been diagnosed with a developmental disability
  2. In-Home Respite (program 87D) will:
    • be provided on an individual basis.
    • be conducted by DHS contracted agency's staff.
    • either be provided in the individual/family home or in the community.
    • include supervision, personal care, behavior intervention and staff supports to assist the family member with a developmental disability on outings and community activities consistent with the individual's needs and the direction of the primary caregiver.
    • ensure individual receiving In-Home respite services has been diagnosed with a developmental disability

PERFORMANCE STANDARDS:

  1. Ensure 100% of people served have a developmental disability.
  2. Satisfaction survey results indicate an overall client satisfaction rate of at least 85%.
  3. 20% or more of the respite quarterly allocation must be available for use by people in emergencies( i.e., if a caregiver is hospitalized, recovering from an illness, or during times of high stress to assist the individual with a disability in coping with a crisis). Unspent reserves may be utilized in the subsequent quarters. (Except for the 4th quarter.)
  4. 10% or less of total respite allocation will be used for administrative cost.

DELIVERABLES:

  1. The grantee will provide a list of anyone for whom respite was requested and rendered.
    1. Required data: The grantee must report the total number of people served. For each person served, the grantee must provide the person's name, county in which they reside, age, Social Security Number, Recipient Identification Number, type of respite provided, the number of hours respite was provided and the reason why respite was requested. 
    2. Required data: For each person listed above, indicate any of the following,
      • Whether the situation was an emergency or non-emergency.
      • If the person lives independently with NO other services.
      • If the person lives on their own with other services.
      • If the person lives in the family home with NO other services.
      • If the person lives in the family home with other services.
      • If the person was referred by the Division of DD Staff.
    3. Due dates: Due dates: 1st Quarter Reports are due No Later Than (NLT) October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  2. The grantee will provide a list of anyone for which respite was requested but was NOT rendered. 
    1. Required data: The grantee must report the number of people that requested respite. For each person, the grantee must provide the person's name, county in which they reside, age, Social Security Number, Recipient Identification Number, the type of respite requested and why respite was not rendered.
    2. Due dates: Due dates: 1st Quarter Reports are due No Later Than (NLT) October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th. 
  3. The grantee will provide a list of any Respite workers that have NOT completed all applicable agency training. Explain why not completed.
    1. Required data: The Names of each staff that have not completed all applicable training, the reasons training was not completed, the agency's plan to complete training.
    2. Due dates: Due dates: 1st Quarter Reports are due No Later Than (NLT) October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.
  4. The grantee will provide a copy of the agency's survey and a summary of the responses from the Satisfaction Survey. 
    1. Required data: The number of surveys distributed and a summary of responses to each question.
    2. Due dates: 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.

B. Funding Information

  1. This NOFO is considered a competitive application for funding.
  2. Respite service are Non-Medicaid funded services.
  3. In FY20, the Department anticipates the availability of approximately $2,420,806.58 in total funding.
  4. The Department anticipates funding between 1 and 30 applicants.
  5. The grant period will begin upon execution of the grant agreement no sooner than July 1, 2019 and will end on June 30, 2020. The release of this Notice of Funding Opportunity (NOFO) does not obligate the Illinois Department of Human Services to make an award. Services may not be provided until a contract is fully executed by the Department.
  6. Allowable and Unallowable expenditures for this award are identified in 2 CFR 200.
  7. This will be a one-year grant award with two (2), one (1) year renewal options.
  8. Type(s) of assistance instrument that may be awarded if applications are successful: Grant
  9. Program Plan:

Providers must include these as part of the Program Plan:

  1. Program Plan: Providers must include these as part of the Program Plan:
    1. Need - Description of Need
      • Provide a detailed analysis of the needs of individuals in the geographic area you will serve and discuss your agencies plans for meeting those needs.
      • Provide data, facts, and/or evidence detailing underserved populations and any other target populations of clients you will serve and justify why you will target these groups. 
    2. Capacity - Agency Qualification/Organizational Capacity
      • Agency readiness:
      • Describe the process your agency will follow to be fully ready to begin providing service by July 1, 2019.
      • Provide your agency's organizational chart and highlight key personnel and their educational background, qualifications, certifications, and licenses, including years of experience serving specialized populations.
      • Provide estimated budget projections utilizing the Fixed Rate Budget Template in CSA. Address each of the following:
        • Description
      • Provide addresses for all site locations and estimated travel times for clients to reach nearest location.
      • Describe your agencies methods for minimizing staff travel requirements.
      • Describe ADA accessibility of all facilities.
    3. Quality of Program/Services
      1. Grantees will ensure that:
        1. Proposal meets the requirements and description of the grant program.
        2. All individuals served have a developmental disability.
        3. Satisfaction survey results indicate and overall client satisfaction rate.
        4. A quarterly allocation of 20% or more is available to be used by people in emergencies (i.e. if a caregiver is hospitalized, recovering from and illness, or during times of high stress to assist the individual with a disability in coping with a crisis). Unspent reserves may be utilized in the following quarter except for the 4th quarter.
        5. No more than 10% of funding will be used for administrative costs.
      2. Grantees will issue a survey to determine the effectiveness of the services provided.
        • Required Survey Information: Survey must collect data from the caregiver and the individual served, as applicable. Data to be collected includes, but is not limited to:
          • Respite provides me a short period of rest or relief from the care of my family member with a developmental disability.
          • Respite is an important service for me so that I can continue to keep my family member with a developmental disability in our family home.
          • It is easy for me to obtain respite services.
          • The agency provides a contact person and information for my questions or issues concerning Respite.
      3. The grantee must detail the changes that will occur to their In-Home/Residential Respite process as a result of the information received from the survey.

C. Eligibility Information

Failure to meet the eligibility criterion by the application deadline will result in the return of the application without review or, even though an application may be reviewed, will preclude the agency from making an award.

An entity may not apply for a grant until the entity has registered and pre-qualified through the Grant Accountability and Transparency Act (GATA) Grantee Portal, http://www.grants.illinois.gov/portal/  . Registration and pre-qualification are required annually. During pre-qualification, verifications are performed including a check of federal SAM.gov Exclusion List and status on the Illinois Stop Payment List. The Grantee Portal alerts the entity alerts of "qualified" status or informs how to remediate a negative verification (e.g., inactive DUNS, not in good standing with the Secretary of State). Inclusion on the SAM.gov Exclusion List cannot be remediated.

Key elements to be addressed are:

1. Eligible Applicants.

This funding opportunity is open to all agencies that can meet the terms outlined in this NOFO except for DD Case Management agencies. All applicants are required to provide the requested information as outlined in this NOFO to be considered for funding in FY2020. The funding opportunity is not limited to those who currently receive or previously received grant funding.

Applicant entities may not apply for this grant until the entity has registered and pre-qualified through the Grant Accountability and Transparency Act (GATA) website, www.grants.illinois.gov . Registration and pre-qualification are required annually. During pre-qualification, verifications are performed including a check of federal Debarred and Suspended and status on the Illinois Stop Payment List. An automated email notification to the entity alerts them of "qualified" status or informs the entity on how to remediate a negative verification (e.g., inactive DUNS, not in good standing with the Secretary of State). A federal Debarred and Suspended status cannot be remediated. The pre-qualification process also includes a financial and administrative risk assessment utilizing an Internal Controls Questionnaire. A Programmatic Risk Assessment must also be completed for each separate grant for which an applicant intends to apply. Applications from entities that have not completed the GATA pre-qualification process prior to the due date of this application will NOT be reviewed and will NOT be considered for funding. A screenshot verifying that this pre-qualification has been completed must be included with the application.

Applicants proposed budget must be entered into the IDHS CSA system (http://www.dhs.state.il.us/Page.aspx?item=61069 ). The completed budget must be electronically signed and submitted in the CSA system, and a printed copy of the signed and submitted budget must be included with the application. It is essential that, at a minimum, the applicant agency's Chief Executive Officer (CEO) or equivalent, or the Chief Financial Officer (CFO) or equivalent must be registered in the CSA system to electronically sign the required budget documents prior to submission. For more information about submitting a budget in the CSA system, see: Budget Manual (pdf)

The applicant will comply with all applicable provisions of state and federal laws and regulations pertaining to nondiscrimination, sexual harassment and equal employment opportunity including, but not limited to: The Illinois Human Rights Act (775 ILCS 5/1-101 et seq.), The Public Works Employment Discrimination Act (775 ILCS 10/1 et seq.), The United States Civil Rights Act of 1964 (as amended) (42 USC 2000a-and 2000H-6), Section 504 of the Rehabilitation Act of 1973 (29 USC 794), The Americans with Disabilities Act of 1990 (42 USC 12101 et seq.), and The Age Discrimination Act (42 USC 6101 et seq.).

2. Cost Sharing or Matching. Cost sharing is not required.

3. Indirect Cost Rate.

Fixed amount awards are exempt from 2 CFR 200 Subpart E - Cost Principles - Indirect Costs.

4. Other, if applicable.

Start Up: Selected applicants must be prepared to commence services on July 01, 2019. This includes the hiring of qualified staff.

Attachment A/Program Manual: Applicants must agree to adhere to all applicable portions of the Uniform Grant Agreement Attachment A (Developmental Disabilities) and Program Manual for fiscal year 2020 as well as all subsequent revisions to Attachment A and Program Manual for the length of the grant agreement.

Cultural and Linguistic Competence: All services must be provided in a culturally sensitive manner inclusive of respecting differences related to ethnicity, race, religion, age, gender, abilities, and communication preferences. Where needed or requested, the grantee agrees to secure interpreter services to promote the full inclusion of persons seeking or receiving services, their legal guardian, and their family members.

Data Collection and Reporting: Selected applicants will be required to document service provision and maintain accurate, comprehensive service records for all persons seeking or receiving services in the assigned service area(s). Applicants will provide periodic reports to the Division to demonstrate compliance with all performance measures as well as provide ad hoc reports as requested by the Division.

Meeting Participation: Selected applicants must ensure agency participation in all training activities and meetings with Division personnel as requested.

D. Application and Submission Information

1. Address to Request Application Package.

Application materials are provided the following link and throughout the announcement. http://www.dhs.state.il.us/page.aspx?item=114725 .

Additional copies may be obtained by contacting the contact persons listed below.

Each applicant must have access to the internet. The Department's website will contain information regarding the NOFO and materials necessary for submission. Questions and answers will also be posted on the Department's website as described later in this announcement. It is the responsibility of each applicant to monitor that web site and comply with any instructions or requirements related to the NOFO.

  • Contact Persons:
  • Christina Miller or Christina Suggs
  • IDHS, Division of Developmental Disabilities, Bureau of Reimbursement and Program Support
  • 600 East Ash, Building 400 Christina.Miller@illinois.gov ; Christina.Suggs@illinois.gov
  • Phone: Christina Miller at (217) 524-9057 or Christina Suggs at (217) 782-0632.

2. Content and Form of Application Submission.

REQUIRED CONTENTS OF AN APPLICATION:

A single uniform application for state grant assistance has been designed for use with all grants. This document will be used by all entities applying for any grant with any state agency. The specific conditions related to each grant will be addressed in the exhibit sections of the grant agreement, but the same form will be used by each state agency.

Applications must also include a budget. The budget form is also a standard template. The budget for any IDHS grant will be submitted via the Community Service Agreement System (CSA System). Each division's program and fiscal staff will work with grantees to negotiate a budget for the final grant award. The budget may need to be revised over the course of the grant process or during the ongoing award. The division will work with its respective grantees if this happens.

Additionally, applicants are required to submit a Program Plan. The program plan must demonstrate the need for services, demonstrate the agency's capacity to support programs and provide a comprehensive description of service delivery. Each section of the program plan must be completed.

All applications must include the following mandatory forms/attachments:

  1. Uniform Application (pdf) for State Grant Assistance -
  2. Program Plan
  3. Uniform Grant Budget - (CSA System)

Content, form and format requirements:

  1. This Notice of Funding Opportunity does not require the process of pre-application, letters of intent or white paper submission. 
  2. The application format requirement for all documents to be printed on one side using Letter size (8 1/2" x 11") paper. All documents must have one-inch margins. Format all pages to display and print page numbers. The documents must be submitted in black and white print with a minimal font of 12 size. Electronic submission is required. 
  3. The application must be no more than 100 pages. This includes any pieces that may be submitted separately by third parties

3. Dun and Bradstreet Universal Numbering System (DUNS) Number and System for Award Management (SAM).

Each applicant is required to:(unless the applicant is an individual or Federal or State awarding agency that is exempt from those requirements under 2 CFR § 25.110(b) or (c), or has an exception approved by the Federal or State awarding agency under 2 CFR § 25.110(d)).

  1. Be registered in SAM before submitting its application. To establish a SAM registration, go to www.SAM.gov  and/or utilize this instructional link: How to Register in SAM from the www.grants.illinois.gov 
  2. Provide a valid DUNS number in the application; and 
  3. Continue to maintain an active SAM registration with current information at all times during which it has an active Federal, Federal pass-through or State award or an application or plan under consideration by a Federal or State awarding agency. It also must state that the State awarding agency may not make a Federal pass-through or State award to an applicant until the applicant has complied with all applicable DUNS and SAM requirements and, if an applicant has not fully complied with the requirements by the time the State awarding agency is ready to make a Federal pass-through or State award, the State awarding agency may determine that the applicant is not qualified to receive a Federal pass-through or State award and use that determination as a basis for making a Federal pass-through or State award to another applicant.

4. Submission Dates and Times.

Applications must be received no later than 5:00 p.m. Central Standard Time on June 20th, 2019. 

  1. If the due date falls on a Saturday, Sunday, or Federal or State holiday, the reporting package is due the next business day.
  2. What the deadline means: The date and time by which the State awarding agency must receive the application. 
  3. The effect of missing a deadline: Applications received after the due date and time will not be considered for review or funding.
  4. The application container will be time-stamped upon receipt. To be considered, proposals must be emailed by the designated date and time listed above. For your records, please keep a copy of your email submission with the date and time the application was submitted along with the email address to which it was sent. The deadline will be strictly enforced. In the event of a dispute, the applicant bears the burden of proof that the application was received on time at the location listed above.

Acknowledgement of receipt: Applicants will receive an email (within 72 hours of receipt or 120 hours if received on a non-business day) notifying them that their application was received and if it was received by the due date and time. This email reply will be sent to the original sender of the application.

5. Intergovernmental Review, if applicable.

Not Applicable

6. Other Submission Requirements.

Delivery Method: The Division will ONLY accept applications submitted by electronic mail. Applications will NOT be accepted if received by fax machine, hard copy, disk or thumb drive. Applications will be processed as they are received.

Submit the completed grant application to:

DHS.DDDBCR@illinois.gov  with the subject line indicating:

Subject Line: Applicants Organization Name, Funding Opportunity # (444-24-0833), Program Contact Name (Christina Miller)

If you have trouble emailing the document due to the file size, please utilize the CMS File Transfer Utility located at https://filet.illinois.gov/filet/PIMupload.asp  Please follow the instructions to attach your application. Do not forget the subject line above.

E. APPLICATION REVIEW INFORMATION

1. Criteria

Funding for FY20 is not guaranteed. All applicants must continue to demonstrate that they meet all requirements under this NOFO described throughout. Applications that fail to meet the criteria described in the "Eligible Applicants" and the "Mandatory Requirements of the Applicant" will not be scored and considered for funding.

Review teams comprised of 3 individuals employed by IDHS serving in the Division of Developmental Disabilities will be assigned to review applications. Each application will first be scored individually. Then, review team members will collectively review the application, their scores, and comments to ensure review team members have not missed items within the application that other review team members identified. Application highlights and concerns will be discussed. Individual review team members may choose to adjust scores to appropriately capture content that may have been missed initially. Scores will then be sent to the application Review Coordinator to be compiled and averaged to produce the single final application score.

Three areas of proposals will be analyzed in the merit-based review process: Need, Capacity, & Quality of Program/Service. Proposals will be evaluated utilizing a standardized tool developed by the Division. Scores will be weighted as follows:

  • Need - Description of Need / Executive Summary 20% of total score
  • Capacity - Agency Qualification/Organizational Capacity 40% of total score
  • Quality of Program/Services 40% of total score

Applications will be evaluated on the following criteria:

  • Need - Description of Need / Executive Summary 20% of total score

    • The applicant's proposal will be evaluated based on the following:
      • Analysis of the needs of individuals with developmental disability in the proposed geographic area and the agency's plans for meeting those needs.
      • Target audiences clearly defined and realistic.
      • Underserved populations identified, as well as a description of insufficient services and resources to meet the level of need or risk in the community.
      • Data, facts, and/or evidence demonstrating that the proposal supports the grant program purpose.
    • The ideal applicant will:
    • Apply to provide services in the geographic areas that is currently not offering service will be given priority funding.
    • Clearly define the target audience the agency will support and demonstrate an exceptional understanding of client needs in the geographical area and present a plan to address these needs that is realistic and will meet client needs. Identify and describe underserved populations and insufficient services and resources. Provide data, facts, and/or evidence demonstrating that the proposal supports the grant program purpose.
  • Capacity - Agency Qualification/Organizational Capacity 40% of total score

    • The applicant's proposal will be evaluated based on the following:
      1. Agency's ability to be fully ready to begin providing service by July 1, 2019.
      2. Agency's organizational chart and key personnel with their educational background and qualifications including years of experience serving specialized populations.
      3. Agency's prior experience serving people with developmental disabilities or any other specialty population.
      4. Demonstration of the agency's ability to execute the program according to the project requirements.
      5. Evidence of successful innovation in implementation of the program or similar programs.
      6. Estimated budget projections utilizing the Fixed Rate Budget Template in CSA.
        • Address each of the following:
          1. Description - Description should include the number of hours of service the agency will provide and the rate that it will cost to provide this service.
        • NOTE: Each section of the budget template contains a field for a description/justification of your budgetary projections. Applicants must provide enough detail in each narrative for the merit-based review members to determine the validity and necessity of each budgetary line item. Applicants are encouraged to review the IDHS instructional manual to ensure items are projected in the correct areas and that only allowable and allocable costs are projected. Failure to correctly categorize projections or listing unallowable costs will affect the applicants overall score.
      7. Addresses for all site locations and estimated travel times for clients to reach nearest location.
      8. Description of ADA accessibility of all facilities.
    • The ideal applicant will:
      1. provide a detailed description of the process the agency will undertake to ensure services are operational no later than July 1, 2019. The timeline must be feasible and include enough detail for the Division to evaluate the merits and potential risk.
      2. demonstrate that key personnel ( Executive Director, Program Manager) have the appropriate educational level and experience in developmental disability programs of more than 20 years.
      3. demonstrate that the agency has experience providing services and providing programs to persons with a Developmental Disability.
      4. demonstrate that the applicant possesses all the qualifications outlined in the Division's procedural manuals and applicable legislative rules.
      5. submit a budget proposal that is within the cost range provided.
      6. ensure that centralized operating sites are conveniently located to minimize travel times and provide information about travel times requirements.
      7. provide an evaluation of any geographic areas not covered.
      8. provide information validating that all sites are fully ADA accessible.
  • Quality of Program/Services 40% of total score

    • The applicant's proposal will be evaluated based on the following:
      • Demonstration that the project, in total, is well articulated and in alignment with the project requirements.
      • A complete summary of methods and procedures that will be used to accomplish goals stated in the performance measures.
      • Description of the agency's quality assurance process to ensure accuracy and timeliness of all quarterly and annual requirements.
    • The ideal applicant will:
    • Grantees will ensure that:
      • Proposal meets the requirements and description of the grant program
      • all individuals served have a developmental disability.
      •  Satisfaction survey results indicate and overall client satisfaction rate.
      • A quarterly allocation of 20% or more is available to be used by people in emergencies (i.e. if a caregiver is hospitalized, recovering from and illness, or during times of high stress to assist the individual with a disability in coping with a crisis). Unspent reserves may be utilized in the following quarter except for the 4th quarter.
      • No more than 10% of funding will be used for administrative costs.
    • Grantees will issue a survey to determine the effectiveness of the services provided.
      • Required Survey Information: Survey must collect data from the caregiver and the individual served, as applicable. Data to be collected includes, but is not limited to:
        •  Respite provides me a short period of rest or relief from the care of my family member with a developmental disability.
        • Respite is an important service for me so that I can continue to keep my family member with a developmental disability in our family home.
        • It is easy for me to obtain respite services.
        •  The agency provides a contact person and information for my questions or issues concerning Respite.
      •  The grantee must detail the changes that will occur to their In-Home/Residential Respite process as a result of the information received from the survey. 

2. Review and Selection Process.

  • Any internal documentation used in scoring or awarding of grants shall not be considered public information.
  • Recommendations for award will be made by the Director of Developmental Disabilities and the Final award decisions will be made by the Secretary, Department of Human Services. The Division reserves the right to negotiate with successful applicants to adjust award amounts, service areas, etc.
  • The Department will follow the Merit-based review process established by the Governor's Office of Management and Budget Award Administration Information.
  • Merit-Based Review for competitive grants in Illinois including fully or partially funded Federal, Federal-Pass Through and State funded grants shall comply with GATA Legislation 30 ILCS 708 and 2 CFR 200 Uniform Requirements. Grants funded solely by private funds are not subject to GATA legislation and 2 CFR 200 requirements.
  • Merit Based Review, 2 CFR 200.204. For competitive grants unless prohibited by Federal statute, the Federal awarding agency must design and execute a merit review process for applications. This process must be described or incorporated by reference in the applicable funding opportunity process.
    1. Receipt of Grant Application Proposals - A record shall be prepared that shall include the name of the grantor, title of the grant, each grant applicant and a notation of date and time of grant application receipt.
    2. The Division of Developmental Disabilities will keep a file of the grant award process that includes the written determination of award, grant application and requirements. The Grant Award file shall be available to Federal and State audit organizations, the Office of the Auditor General, and the Executive Inspector General.
    3. Competitive Grant evaluation criteria is tied to objectives or purpose of the federal or state grant program.
      1. Evaluation criteria includes the following criteria categories:
        1. Need
        2. Capacity
        3. Quality
      2. Definitions for the Merit-Based Review required evaluation criteria categories include:
        1. Need: Identification of stakeholders, facts and evidence that demonstrate the proposal supports the grant program purpose.
        2. Capacity: The ability of an entity to execute the grant program according to project requirements.
        3. Quality: The totality of features and characteristics of a service, project or product that indicated its ability to satisfy the requirements of the grant program.
      3. Other evaluation criteria for Merit-Based Review will be considered in addition to the required criteria. Other criteria categories include:
        1. Cost Effectiveness
        2. Sustainability
        3. Grant Specific Criteria - Quality of Survey, Materials for dissemination and expansion plan.
    4. Merit based review of the Competitive Grant Application shall evaluate process description, criteria and importance stated in the grant application.
      1. Evaluation will be based on numerical rating:
        1. The scoring tool shall reflect the evaluation criteria and ranking set forth in the grant application and any sub-criteria available at the opening.
        2. Evaluation Committee members will have an individual score sheet which is completed independent of the whole committee.
        3. A summary score sheet that shows the comparative scores and resulting finalist for award will be completed.
        4. Any significant or substantial variance between evaluator scores shall be reviewed and documented, including revision of individual scores.
      2. If an award decision is made after the Merit Based Review is performed, the awarding shall verify that the entity has completed the following pre-award requirements:
        1. Grantee pre-qualification
        2. Conflict of Interest and Mandatory Disclosures
        3. Fiscal and Administrative Risk Assessment
        4. Programmatic Risk Assessment
    5. Award
      1. An award shall be made pursuant to a written determination based on the evaluation criteria set forth in the grant application and successful completion of finalist requirements.
      2. A Notice of State Award (NOSA) will be issued to the Merit Based finalists that have successfully completed all grant award requirements. Based on the NOSA, the Merit Based finalist is positioned to make an informed decision to accept the grant award. The NOSA shall include:
        1. The terms and conditions of the award.
        2. Specific conditions assigned to the grantee based on the fiscal and administrative and programmatic risk assessments and the merit-based review.
      3. Upon acceptance of the grant award, announcement of the grant award shall be published by the awarding agency to www.grants.illinois.gov .
      4. A written Notice of Denial shall be sent to the applicants not receiving awards.
    6. Merit-Based Evaluation Appeal Process
      1. Competitive grant appeals are limited to the evaluation process. Evaluation scores may not be protested. Only the evaluation process is subject to appeal.
      2. Appeals Review Officer - The Agency Head or designee may appoint one or more Appeal Review Officers (ARO) to consider the grant-related appeals and make a recommendation to the Agency Head or designee for resolution.
      3. Submission of Appeal
        1. An appeal must be submitted in writing in accordance with the grant application document.
        2. An appeal must be received within 14 calendar days after the date that the grant award notice has been published.
        3. The written appeal shall include at a minimum the following:
          1.  the name and address of the appealing party
          2. identification of the grant
          3. a statement of reasons for the appeal
      4. Response to Appeal
        1. The State agency must acknowledge receipt of an appeal within fourteen (14) calendar days from the date the appeal was received.
        2. The State agency must respond to the appeal within 60 days or supply a written explanation to the appealing party as to why additional time is required.
        3. The appealing party must supply any additional information requested by the agency within the time period set in the request.
      5. Stay of Grant Agreement/Contract Execution
        1. When an appeal is received the execution of the grant. agreement/contract shall be stayed until the appeal is resolved or;
        2. The Agency head or designee determines the needs of the State require moving forward with the grant execution.
        3. The state need determination and rational shall be documented in writing.
      6. Resolution
        1. The ARO shall make a recommendation to the Agency Head or designee as expeditiously as possible after receiving all relevant, requested information.
        2. In determining the appropriate recommendation. The ARO shall consider the integrity of the competitive grant process and the impact of the recommendation on the State Agency.
        3. The Agency will resolve the appeal by means of written determination.
        4. The determination shall include, but not be limited to:
          1. Review of the appeal
          2. Appeal determination
          3. Rationale for the determination
      7. Effect of Judicial Proceedings. If an action concerning the appeal has commenced in a court or administrative body, the Agency Head or designee may defer resolution of the appeal pending the judicial or administrative determination.

3. Anticipated Announcement and State Award Dates

 The Division will notify all applicants on selection or non-selection no later than June 27th, 2019.

F. AWARD ADMINISTRATION INFORMATION

  1. State Award Notices

    • A Notice of State Award (NOSA) will be issued to the review finalists that have successfully completed all grant award requirement. Based on the NOSA, the review finalist is positioned to make an informed decision to accept the grant award. The NOSA shall include:
      • The terms and conditions of the award.
      • Specific conditions assigned to the grantee based on the fiscal and administrative and programmatic risk assessments.
    • The NOSA must be signed by the grants officer (or equivalent). This signature effectively accepts the state award and all conditions set forth within the notice. This signed NOSA is the authorizing document. The Agency signed NOSA must be remitted to the Department as instructed in the notice.
    • Upon acceptance of the grant award, announcement of the grant award shall be published by the awarding agency to Grants.Illinois.gov 
  2. Administrative and National Policy Requirements.

  • See section C.3 above.

3. Reporting

Quarterly reporting will be completed utilizing the Periodic Performance Report (GOMBGATU-4001) and Periodic Financial Report (GOMBGATU-4002). Quarterly reports will be submitted no later than 15 days after end of each period. 1st Quarter Reports are due NLT October 15th, 2nd Quarter Reports are due NLT January 15th, 3rd Quarter Reports are due NLT April 15th, 4th Quarter Reports are due NLT July 15th.

Periodic Performance Reporting must include but is not limited to:

  1. the number of people who requested respite services.
  2. the number of people who received each type of respite services.
  3. the number of people who were in an emergency and received respite services.
  4. percentage of people served that have a developmental disability.
  5. the outcomes of the Satisfaction Survey for respite services. 
  6. percentage of Respite allocation expended per fiscal year.
  7. percentage of respite allocation used to people in emergencies.
  8. percentage of respite allocation used for administrative cost.

Under the terms of the Grant Funds Recovery Act (30ILCS 705/4.1), "Grantor agencies may withhold or suspend the distribution of grant funds for failure to file required reports." If the report is more than 30 calendar days delinquent, without any approved written explanation by the grantee, the entity will be placed on the Illinois Stop Payment List. (Refer to the Grantee Compliance Enforcement System for details about the Illinois Stop Payment List: https://www.illinois.gov/sites/GATA/Pages/ResourceLibrary.aspx .)

Monthly service delivery reporting through the ROCS data base or alternative systems determined by the Division is required.  Individuals receiving respite services through this grant are currently limited to 360 hours per year on an established tiered level. Levels are defined as:

  1. Level I: Individual exhibits serious maladaptive behaviors: has a severe physical impairment or needs intensified habilitation programs. Service may be delivered by a staff person with a bachelor's degree, or equivalent demonstrated expertise, experience and training with individuals with a developmental disability.
  2. Level II: Individual exhibits a low frequency of minor adaptive behavior problems; has a manageable physical handicap or is in need of ongoing individualized plan programming. Service may be delivered by a staff person with a least an associate degree or equivalent demonstrated expertise, experience and training with individuals with a developmental disability.
  3. Level III: Individual Requires minimal care and supervision. Service may be delivered by a staff person with at least a high school diploma or equivalent demonstrated expertise, experience and training with individuals with a developmental disability.

G. STATE AWARDING AGENCY CONTACT(S)

Questions and Answers

If you have any questions about this NOFO, please send them via email to Christina.Miller@illinois.gov  with "Residential Respite NOFO" in the subject line of the email.

Questions with their respective answers will be posted on the IDHS website.

The information in the FAQ section may be updated periodically, applicants are encouraged to check it frequently. Only written answers posted on the website will be considered valid and official.

H. OTHER INFORMATION

Not applicable

MANDATORY FORMS - REQUIRED FOR ALL AGENCIES - All information below must be submitted electronically.

  1. Uniform Application (pdf) for State Grant Assistance-
  2. Program Plan
  3. Uniform Grant Budget (CSA System)
  4. Coversheet (pdf) (include this with your submission)